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How to Upload Data to the Ohio Trauma Registry Website

How to Upload Data to the Ohio Trauma Registry Website. Beginning in 2003, all patient data files submitted to the Ohio Trauma Registry must be submitted via a secure website. The website set up to receive OTR data is encrypted using

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How to Upload Data to the Ohio Trauma Registry Website

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  1. How to Upload Data to the Ohio Trauma Registry Website

  2. Beginning in 2003, all patient data files submitted to the Ohio Trauma Registry must be submitted via a secure website. The website set up to receive OTR data is encrypted using Secure Socket Layers (SSL) with 128-bit encryption. This is the highest level of security available and meets or exceeds HIPAA Security requirements for data transmission that go into effect in April 2005. Unless special arrangements are made directly with the Trauma Staff at the ODPS Division of EMS, this is the only acceptable method for OTR data submission. The e-mail method of submission used for 1999-2002 data will be terminated on September 1, 2003. The following slides demonstrate the proper method for submitting data to OTR…

  3. Log on to the Web and go to the EMS homepage at http://www.ohiopublicsafety.com

  4. Scroll down and click on the “Trauma” link

  5. The top link, “Ohio Trauma Registry (OTR) Database” is the link to the login screen.

  6. To login, enter your User ID and Password.

  7. From the menu at the top of the screen, select “Upload File”

  8. Either type in the name and location of the file you wish to upload or click the ‘Browse’ button to open a standard Windows browse box to find the file.

  9. When you’ve selected your file, click the “Upload & Process” button once. Your file will be transferred and processed immediately.

  10. If there are errors in your file, a screen like this will appear. Follow the directions on the screen carefully to download the error file. NOTE: It is critical that you download and read the error file.

  11. The OTR uses a single level, pass/fail edit criteria. This means that each individual patient record in a submitted file is examined for errors. If an error is found in a patient record, that individual record will not be accepted. Any errors will be identified in the downloaded error message. Those errors will need to be corrected and the corrected patient record must be resubmitted to OTR, using the same method.

  12. If you have any questions or encounter any problems, contact Tim Erskine at 614-387-1951, 800-233-0785 or terskine@dps.state.oh.us

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